Overview:

The Administrative Assistant is responsible for assisting with clerical, administrative, coordination, operations, and secretarial functions required for the effective operation of the TouroCOM Middletown Primary Care and Research departments

Responsibilities:

Research DepartmentFacilitate communication between the Assistant Dean for Research, Administration, Faculty and Students

Record minutes and maintain compliance files of Research Committee and Biosafety Committee

Perform ordering of laboratory equipment and supplies for campus researchers and associated budget duties as directed

Assist Research Technician with receiving of lab deliveries and organization of campus research lab supplies/storage

Submit student conference travel reimbursement paperwork

Provide administrative support to the TouroCOM Middletown Research Incubator tenants

Prepare the semi-annual report to Touro University Environmental Health and Safety Department regarding chemicals in research laboratories

Maintain compliance files of research laboratories, including biosafety records and documents

Coordinate safety training of faculty investigators and students

Assist investigators in obtaining quotes for supplies and services

Direct the update of maintenance contracts for all lab equipment

Conduct and record weekly tests of eye-washing stations

Support the annual Research Day activities

Compile faculty and student publications and poster presentations

Learn Institutional Review Board procedures and policy to aid in research faculty successfully submitting IRB proposals

Perform other duties as assigned by the Assistant Dean for Research

Primary Care Department

Assists with general correspondence, memoranda, and testing

Assists in administration of practical exams, labs and OSCEs

Assists with maintaining the departmental file and records including the departmental database

Assists with iClickers and ExamSoft

Assists with using the CAE/Learning Space system for OSCE administration

Assists with preparing classroom material and storing all equipment after use

Duplicates and distributes materials

Assists in coordinating student work and schedules

Updates course documentations and lab manuals

Assists in preparing student and faculty materials

Compiles weekly folders for Primary Care Department

Breaks down, organizes, and files materials from weekly Primary Care Department folders.

Assists in ordering of materials, maintaining records of transactions, requisitions, purchase orders

Obtains quotes from vendors

Records student grades and attendance in Excel document or other database.

Prepares for meetings, transcribes and distributes minutes

Composes and edits correspondence and other documents

Assists in processing personnel items

Assists in processing departmental timesheets and work process

Keeps all materials confidential as required by FERPA (school and departmental policy)

Assists in training other employees as appropriate

Other duties as assigned by Associate Chairs

Qualifications:

Education/ ExperienceAssociate in Arts preferred

At least 3 years administrative experience

Knowledge/ Skills/ AbilitiesGeneral administrative duties required

Overall business acumen, ethical decision making, and relationship management skill required

Exceptional analytical, problem solving skills, collaboration, and matrix management skills required

Demonstrated proficiency in communication (written and verbal) required

Proficiency in Microsoft Office Suite, especially Word, Excel, Power Point, and Outlook.

Ability to learn and utilize the iClicker System, ExamSoft, and CAE programs.

Proficiency with updating and organizing information in cloud storage (e.g. Box)

Ability to learn and execute new computer software, learning management and programs as needed.

Physical Demands

Extensive Use of Computers

Extensive time sitting and standing

Able to lift up to 10 lbs.

Maximum Salary:

USD $50,000.00/Yr.

Minimum Salary:

USD $40,000.00/Yr.